Harvard College Observatory Assistant Finance Director

Job Summary: Responsible for comprehensive financial administration, budgeting and operations. Provide management with analysis and reporting. Advise on financial planning.

Job-Specific Responsibilities:

The Assistant Finance Director serves as the primary financial advisor for a large complex academic department or center or group of units within the Faculty of Arts and Sciences. Reporting to the Divisional Finance Manager aligned to the academic division, with a dotted line to the academic leader(s) for the unit(s), this role partners closely with faculty, program leaders, and senior administrators to provide strategic financial leadership that advances academic and operational priorities.  

The Assistant Finance Director is responsible for the comprehensive financial management of a highly complex portfolio, overseeing significant operating budgets and multiple funding sources, including sponsored and non-sponsored funds, endowments, gifts, unrestricted resources, and other specialized funding. This role leads long-range financial planning, budgeting, forecasting, and financial analysis, translating complex financial information into actionable recommendations that support strategic decision-making.

Key Responsibilities

Strategic Financial Planning & Leadership

• Partner with department leadership (faculty, administrators, and research leaders) to identify strategic priorities and align financial resources accordingly.

• Prepare financial projections and reports for Steering Committee and Executive Committee meetings.

• Conduct scenario planning and long-range financial modeling using available tools and shadow systems.

• Provide financial insights and recommendations to support strategic decision-making.

Budget Development & Management

• Develop and maintain comprehensive budget workbooks, incorporating:• Personnel costs (planned hires, reclassifications, compensation changes)

• Non-personnel expenses and operating costs

• Determine available funding sources and allocate costs in compliance with fund restrictions and terms.

• Prepare detailed program budgets to ensure full transparency of program costs.

• Collaborate with Department Administrators (DAs) and Executive Directors (EDs) to create clear and actionable costing sheets for program managers.

• Ensure program managers understand budget allocations and provide guidance as needed.

Financial Analysis & Reporting

• Prepare variance analyses and trend reports for department leadership.

• Analyze historical spending patterns and run rates to inform forecasting.

• Develop and deliver financial presentations for leadership meetings.

• Meet regularly with program managers to review actual expenditures against budget and provide recommendations.

Sponsored Programs & External Reporting

• Support stewardship reporting and financial accountability for externally funded programs.

Endowments, Gifts & Restricted Funds Management

• Track balances, spending, and commitments for endowment and restricted funds.

• Monitor expenditures to ensure alignment with donor intent and university guidelines.

• Review gift agreements to determine allowable spending and restrictions.

• Partner with donors, development teams, gift offices, tax offices, and departmental leadership to structure agreements that meet institutional and donor goals.

• Ensure proper receipt, allocation, and recording of gift funds.

Financial Stewardship & Compliance

• Maintain oversight of all unrestricted funds associated with the department.

• Ensure compliance with university financial policies, fund restrictions, and regulatory requirements.

• Provide guidance to faculty and staff on appropriate financial practices and decision-making.

External Collaboration & Agreements

• Work with external institutions to develop and manage financial agreements related to faculty projects and collaborations.

Working Conditions:  Work is performed in an office setting; this is a hybrid position requiring 3 days on campus

Physical Requirements:  Sitting and using near vision for reading and computer work for extended periods of time